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Special Meeting of the Mercury Bay Community Board

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Special Meeting of the Mercury Bay Community Board Special Meeting of the Mercury Bay Community Board Whangapoua Te Rerenga Matarangi Kuaotunu Otama Opito Bay Whitianga Cooks Beach Ferry Landing Hahei Hot Water Beach Whenuakite Wharekaho Coroglen Front Beach Kairamarama Flaxmill Bay Date 6 December 2017 Time 09:00 Venue Mercury Bay Community Board Room 10 Monk Street Whitianga Members Chairperson PM Kelly JP Members DJ Connell LA Fox MK McLean JP WD McLean R Giri-Percival Deputations and Presentations Time Item Business 09:00 1.2 Public forum Allan Tiplady Area Manager South Mercury Bay Community Board Special Meeting Members of Mercury Bay Community Board Paul Kelly (Chairperson) Tony Fox (Councillor) 027 446 6094 07 866 4836 [email protected] tony,[email protected] Murray McLean (Councillor) Deli Connell 07 866 4158 [email protected] [email protected] Rekha Giri-Percival Bill McLean 021 108 7244 021 937 890 [email protected] [email protected] Full order paper and appendices are available on the TCDC website: www.tcdc.govt.nz/Council/Meetings-and-Minutes/Community-Boards 2 6 December 2017 Mercury Bay Community Board Special Meeting Table of contents Item Business Page No. 1 Meeting conduct 4 1.1 Apologies 4 1.2 Public forum 4 1.3 Items not on the agenda 4 1.4 Conflict of interest 4 2 Reports 5 2.1 Feedback report proposed Buffalo Beach (Taputapuatea) toilet 5 3 Public excluded 55 3.1 Public excluded - Whitianga Ferry 55 3 6 December 2017 Mercury Bay Community Board Special Meeting 1 Meeting conduct In accordance with the Local Authorities (Members' Interests) Act 1968, members are reminded to declare an interest in items in which they have a direct or indirect pecuniary interest. In such circumstances, members are required to abstain from discussion and voting and ensure that the declaration is recorded in the Minutes of the meeting. 1.1 Apologies The Chairperson invites notice from members of: 1. Leave of absence for future meetings of the Mercury Bay Community Board; or 2. Apologies, including apologies for lateness and early departure from the meeting, where leave of absence has not previously been granted. 1.2 Public forum A period of up to 30 minutes is set aside for the public to raise matters falling within the terms of reference of the meeting. Each speaker may speak for three minutes but time extensions may be allowed on a vote of not less than 75% of members present at the meeting. Questions from members for information or clarification may be permitted by the Chairperson (Standing Orders Appendix F). 1.3 Items not on the agenda The Chairperson will give notice of items not on the agenda as follows: Matters requiring urgent attention as determined by resolution of the Mercury Bay Community Board 1. The reason why the item is not on the agenda; and 2. The reason why discussion of the item cannot be delayed until a subsequent meeting. Minor matters relating to the general business of the Mercury Bay Community Board No resolution, decision, or recommendation may be made in respect of the item except to refer it to a subsequent meeting of the Mercury Bay Community Board for further discussion. 1.4 Conflict of interest The Chairperson invites notice from members of: 1. Any interests that may create a conflict with their role as an elected member relating to the agenda item(s) for the meeting; and 2. Any interests in items in which they have a direct or indirect pecuniary interest as provided for in the Local Authorities (Members’ Interests) Act 1968. 4 6 December 2017 Mercury Bay Community Board Special Meeting 2 Reports 2.1 Feedback report proposed Buffalo Beach (Taputapuatea) toilet Memo Information TO Mercury Bay Community Board FROM Ross Ashby - Project Manager, Infrastructure DATE 27 November 2017 SUBJECT Feedback report proposed Buffalo Beach (Taputapuatea) toilet 1 Purpose of report To provide the Community Board with the feedback received from the consultation undertaken on the location for the proposed Buffalo Beach (Taputapuatea) toilet and highlight key themes/issues identified by the community so that the Community Board can determine the most appropriate toilet location. 2 Background The Taputapuatea stream is a popular area for visitors, locals and tourists and is particularly popular with young families and groups using the barbeques. The project to construct a toilet near the stream has been identified by various Community Boards over the past 12 years. The Whitianga Reserve Management Plan workshop held in 2005 highlighted the need for an "additional toilet block further north, opposite Racecourse Road area." The adopted 2007 Mercury Bay Reserve Management Plan did not specifically identify a toilet, however it conceptualised improvements to the barbeque area, pathway and pedestrian bridge. Furthermore in "Document 1 - Objectives and Policies" of the Whitianga and Wharekaho Reserve Management Plan, Policy 5.10 states that public conveniences will be provided where the usage warrants the facility. On 29 September 2011 a letter was written to the Community Board requesting a replacement of the barbeque situated to the south of Taputapuatea Stream and that it be shifted to a more suitable spot which had toilets. In 2011 the barbeque was replaced and relocated to Taputapuatea Stream. A letter dated 22 October 2015 to the Mercury Bay Community Board requested the Board consider installing portaloos at Mother Brown Creek for the busy period during Christmas. This highlighted that the area was well used by families using the picnic area and barbeque, with food and drink, and close to a popular swimming area, making the need for a toilet more relevant. The 2015-2025 Long Term Plan noted that a toilet was included in the approved Long Term Plan following full public consultation. On 16 November 2016 a report was presented to Mercury Bay Community Board on the new toilet design. The Board received the report, and approved consultation with nearby property owners. Following the Community Board resolution, letters were hand delivered to resident mail boxes for 59-68 Buffalo Beach Road, which included a concept plan by Kevin Neal. A meeting was held on site with 12 residents, organised by Ben Dick, and the Mercury Bay Area Manager. 5 6 December 2017 Mercury Bay Community Board Special Meeting The key issues raised at this meeting were around the purpose of the toilet, what other location options had been considered, and concerns that meaningful consultation was not undertaken. On 16 March 2017 further letters were sent to adjoining residents with plans from Permacrete. Following further correspondence with adjoining neighbours, TCDC employed a landscape architect Karo Landscape, to accurately show the location of the toilet, the height and how it would look from three adjoining neighbours' properties across Buffalo Beach Road. Additionally, a consultation document "Outcome and business case report" summarising the previous toilet business case was compiled. Letters were sent to residents encompassing a wider area (including residential properties 53-68 Buffalo Beach Road) on 24 October 2017. This letter included photo simulations of the preferred toilet location, and the "Outcomes and business case report". The letter also invited residents to a meeting on 10 November 2017, and to submit their comments by Thursday 23 November 2017. Notices in the local newspaper, The Mercury Bay Informer, and on TCDC's website were released notifying the wider Mercury Bay Community of the consultation document, and feedback form. On 10 November 2017 an open meeting was held with residents. This was attended by Sam Dick (65 Buffalo Beach Road) and Barry and Gail Petchell 54a Buffalo Beach Road. At the time of writing another meeting had been scheduled with adjoining residents for 29 November 2017 (an update from this meeting will be tabled). 3 Issue The preferred location of the new Buffalo Beach toilet needs to be determined by the Mercury Bay Community Board . The Board will need to consider the potential key users of the toilet, the main objectives of the project and the comments received as a result of the consultation and feedback based on the "Outcomes and Business Case Report" (Attachment A) which identifies the preferred location, and 4 other locations. Key objectives to be met in providing a new toilet at Taputapuate Stream are: A fit for purpose facility for users of the picnic and swimming area at Taputapuatea stream Location close to the picnic, parking and swimming areas Located in a position which provides the best outcome of a low profile, small building footprint to reduce visual impact Landscaping in keeping with the dune environment Location and design which minimises anti-social behaviour A single pan toilet fully accessible design with limited changing facilities for users of the area Finished floor above flood level Section 8 of the Whitianga Wharekaho Reserve Management Plan 2007 states that "the plan is to be under continuous review in accordance with Reserves Act 1977. The plan is to be reviewed every ten years. However in the interim, Council may determine to review part of, or the entire plan, in response to: new information, management issues or problems". Also as a guide the NZS 4241:1999 - NZ Standard for location of public toilets section 4.3.1 states: "Location - Providers (Council) should consider any location where there is an expectation that people may require the use of toilets, or where there is a public demand for toilets. In general demand will be generated where people congregate away from their residence or workplace for a length of time greater than one hour and where no public toilet facilities are 6 6 December 2017 Mercury Bay Community Board Special Meeting provided as part of another building.
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